The University of Texas at Austin

SmartVoice Voice Mail (Retirement in Progress)

Desktop or Web Access: Scheduling Voice Greetings

You can schedule different voice greetings that play according to conditions you define. Greetings can be customized for calls from a particular number, calls on a particular day of the week, or even the time of the day, etc.

Important: When using multiple greetings, you should only enable greetings that have schedules which do not conflict with other greetings.

Step 1: Scheduling the greeting

First, you need to create and configure the greeting using either the SmartVoice desktop application or the Web application.

  1. Open the voice greeting preferences.

    • For the SmartVoice desktop application, select the File menu, select New, then New Voice Greeting.

    • For the Web application, select the Voice Greetings folder, then select New Voice Greeting.

  2. Enter a meaningful name for the greeting in the Name field. When you record your greeting on the phone later, you will identify the greeting by this name.

  3. Make sure Greeting type is set to External.

  4. Define the conditions under which the greeting should play:

To play greetings based on the number dialed by the caller:

  1. In the Status field, select Enabled.

  2. Select the General area.

  3. In the Numbers dialed field, enter the number that the caller dialed, including the area code. If you enter multiple phone numbers, separate them with commas.

  4. Set additional greeting options.

To play greetings based on the caller's phone number:

  1. Select the General area.

  2. Enter the caller number(s) in the Caller numbers field, including the area code. If you enter multiple phone numbers, separate them with commas.

    Tip: You can specify wild cards in this field with the star key. For example, to customize a greeting for calls from all UT numbers, enter: 471*, 475*, 495*, 232*

To play greetings on a schedule:

  1. In the Status field, select Enable.

    Note: For vacation and other short-term greetings, choose Override instead of Enable. This allows the greeting to play during a time when another greeting would normally play.

  2. Select the Scheduling tab.

  3. Enter the start date and time for the greeting in the Starts at field, then enter the end date and time for the greeting in the Ends at field. Alternatively, you can select the duration you want the greeting to play in the Duration field.

  4. Verify the Time zone field is set correctly.

    • During Standard Time, set the time zone to "(GMT-6:00) Central Time (US & Canada)."

    • During Daylight Saving Time, set the time zone to "(GMT-5:00) Indiana (East)."

  5. Choose an interval from the Repeat interval option if you want this greeting schedule to repeat at regular intervals. You may also wish to choose an end date from the calendar under the Repeat until option.

  6. Set additional greeting options.

Step 2: Setting additional greeting options

In the General area:

  • Addressing Options:

    1. Set the To field to have all messages from callers who hear this greeting automatically forwarded to the address you enter in this field. This can be the name of a person who is in the FirstClass Directory, or any valid email address. You will not get a copy of forwarded messages in your mailbox.

    2. Set the Cc field to have all messages from callers who hear this greeting automatically copied to the address you enter in this field. This can be the name of a person who is in the FirstClass Directory, or any valid email address. You will get a copy of Cc'd messages in your mailbox.

In the Call handling area:

  • Normal handling: Select this option (default) to have the greeting play and allow the caller to leave a message.

  • Mark messages urgent: Select this option to give voice mail messages a priority of urgent. This is useful if your paging preferences are set to only forward urgent messages. Messages marked urgent will play before other messages.

  • Transfer to system number: Do not use this option. There is no general system number to which callers can be transferred.

  • Transfer to custom number: Select this option to transfer callers to a 5-digit campus extension or an external 10-digit number. Callers will be transferred automatically and will not have the option of leaving a voice message. You do not have to have a voice greeting recorded to use this feature.

  • Disconnect after greeting: Select this option if you do not want to allow callers who receive this greeting to leave a message. The greeting will play and the caller will be disconnected.

    Important: If you select this option callers will be unable to transfer out of your mailbox regardless of the setting in the caller transfer option below.

  • Caller transfer:

    1. Select this option to give callers the option to be transferred to specific 5-digit campus extensions or local external 10-digit numbers.

    2. Check both Allow callers to transfer and Override transfer menu preferences.

    3. In the Key drop-down menu, select the key the caller can press to be transferred, then enter the phone number associated with each key in the Transferred to number text box.

    Important: You cannot redirect or forward calls to a number where long distance charges apply.

Step 3: Recording a Scheduled Greeting

After you have scheduled a greeting, you need to record it using the phone. To record a greeting, refer to the section Telephone access: Recording voice greetings.

Last updated December 13, 2012 @ 11:57 am

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